WELCOME! Budget Adjustment Training

Accessing Kuali • Administrative Application and Resources http://aar.is.colostate.edu • Practice using the TRAINING site • Log in with eID • Log out using the X • Training materials are available at http://kuali.colostate.edu and http://busfin.colostate.edu

What will be covered today? • When should I use a Budget Adjustment (BA)? • Document layout • Balance inquiry

• Important concepts • Document Search • Error correction • One Sided Entries – Increasing/Decreasing Spending Authority • Income Stream functionality

When to use a Budget Adjustment

• How do I know when I need to use the BA document? – Moving budget after the fiscal year begins as circumstances change throughout the year. – When moving spending authority between accounts in the same subfund. (with the exception of the Income Stream Functionality) – When moving budget from one object code or sub-object code to another in a single account. – When moving budget from one account to a sub-account. – When revising budgets in your EG Miscellaneous Revenue and associated Expense account. – To establish current budget in new account created after fiscal year begins. – To establish current budget in a Start-up account

Training Environment

Document Overview • Description – unique title for transaction • Explanation – enter detailed explanation for transaction • Organization Document Number - user defined field (not currently used) • Year – defaults to current fiscal year • Total Amount – populates after Accounting Lines are added

Accounting Lines • From/Decrease – account budget reallocated from • To/Increase – account reallocated budget into

Accounting Lines (cont.) • Additional Features – Delete – Balance Inquiry*

Remaining Tabs • General Ledger Pending Entries • Notes & Attachments – Available balance should exist in account; all insufficient funds require an explanation in the Notes & Attachments tab. – Document backup for transaction such as email, forms, or other related materials. All of which should be PDF format – Think in terms of an audit for sufficient attachments.

• Ad Hoc Recipients • Route Log

Action Buttons • Submit – when you are ready to send through workflow • Save – use when you are not finished with or ready to release the BA. • Close – when you want to exit the document after saving • Cancel – when you do not want to save the information entered • Copy – use when creating multiple similar BA documents

Submit • After clicking the submit button, you will see at the top of your screen either “Document was successfully submitted” or a message in red describing the error to be resolved.

• Five buttons will appear in the lower portion of the screen: • Send Ad Hoc Request – sends document to additional ad hoc recipient’s action list • • • •

Reload - refreshes screen to show most recently saved information Close - you will be prompted to save before closing Recall – New feature – will recall your current document Copy - a copy of your budget adjustment will be loaded into a new form

Important Concepts • You must use budget pools for all object codes. • You may only enter one subfund per document • Some exceptions will be made starting Oct 1st;(see Income Stream functionality for details)

• There does not need to be a 1 to 1 match on accounting lines. • The dollars entered on each document must net to zero.

Import Lines • Open Budget Adjustment Import template as an Excel file • Required fields in red • Save as .csv file – Must create 2 separate files for From/Decrease and To/Increase accounting lines

Document Search: How to find a previous BA Document

• Click the button in the upper left section of KFS • Enter Document type: BA

Error Correction • Automatically corrects a document by creating a new document which reverses the original transaction • Used on documents that have completed the routing process and have been fully approved • Enter an explanation, then submit the error corrected budget adjustment document

“One-Sided” Entries • Two entries that are entered on the same side of the accounting lines tab. • For instance: An account that needs an increase in spending authority – To/Increase 2605210 4374 $2,000 – To/Increase 2605210 6200 $2,000

Income Stream Functionality • Purpose: To allow you to make a budget adjustment between different (State Appropriated) Subfunds – – – – –

EG PVM EXPSTA EXTEN CSFS

• KEY Constraints: Not applicable for COURSE,RARSP or GOVTRF Subfunds

• Became Effective Oct 1st, 2014

Evaluations Please complete the evaluation survey If you would like submit them later, please return to: Office of Budgets -1080 Campus Delivery

Questions? Contact the Office of Budgets

http://www.budgets.colostate.edu Travis Webb Rod Dunning Cheyenne Hall

491-1359 491-4838 491-0898